setting up your email account in Outlook 2003/XP
The following sample account details will be used to demonstrate setting up an account in Outlook 2003/XP.
You should replace the details used in this example with your own account information that you were provided when your account was first set up.
If you are not using Outlook 2003/XP it is important to note that while screens and options will be similar, they may vary from one version of the software to the next.
| Email Domain | doe.com |
| Email Address | john@doe.com |
*Account Type /
My incoming server is a | POP 3 (recommended)
IMAP |
| Incoming Mail Server (POP3) | pop3.doe.com |
| Outgoing Mail Server (SMTP) | smtp.doe.com |
User Name /
User Account /
Mailbox
| j_doe
(in outlook you will need to enter 'user name + @ + domain' as your account name - eg. j_doe@doe.com). |
| Password | bApp412e |
| Logon using secure password authentication | No (untick box) |
| Outgoing mail server requires authentication | Yes - use the same settings as your incoming mail server |
*NOTE: POP3 is recommended for mailboxes with a size limit that is less that 100Mb. IMAP is only recommended for mailboxes with a size limit that is 100Mb or larger.
Step by step instructions
- Open Microsoft Outlook
- Go to the Tools menu and select 'Email Accounts...'.
- A pop-up wizard interface box titled 'Email Accounts' will appear, select 'Add a new e-mail account' then click next.
- From the list of server types presented, select 'POP3' and then click next.
- Under 'User Information', enter your name, or the text you with to appear in the 'from' line for all emails that you send from the account, then enter your email address in the field below this.
- DO NOT tick the 'Log on using Secure Password Authentication (SPA) box. (Leave unticked)
- Under 'Logon Information', enter your account name (username/mailbox) and your password. When you are using email software/client you must enter your account name + @ + domain (eg. j_doe@doe.com) Your password is case-sensitive which means that it must be entered exactly as is is provided to you with capital letters and lower case letters as specified. If you do not want to have to enter your password everytime you open your email you can tick the 'save password' box.
- Under 'Server Information', enter the Incoming Mail Server (POP3) and the Outgoing Mail Server (SMTP) addresses supplied to you. (i.e. pop3.doe.com and smtp.doe.com respectively)
- DO NOT tick the 'Log on using Secure Password Authentication (SPA) box. (Leave unticked)
- before we finish this section we need to configure some extra settings, so click on the button labeled 'More settings'.
- Select the tab labeled 'General', check all properties and fill-in any missing details - eg. Reply-Email should be the same as your email address and Your organisation name (if applicable).
- Select the tab labeled 'Outgoing Server', look and make sure that the checkbox labeled 'My outgoing server (SMTP) requires authentication' is ticked. Then make sure 'Use same settings as incoming mail server' is the selected option out of the three options.
- Select the tab labeled 'Connection', then select 'Connect using my local area network (LAN)' - this will detect the Internet when it is connected either via a network connection or a modem/phone line connection. (Some users may prefer, for their own reasons, to select a dial up account from the drop down menu under 'modem').
- You should not need to change anything on this screen, but if you access your email from a number of locations, you may wish to tick box labeled 'Leave a copy of messages on the server' so that messages are left on the server for a specified number of days. If you choose this option, then be sure to also tick the 'Remove from the server after ... days' box as well and specify the number of days you wish to leave copies of the messages on the server (It is recommended that this is no more than 14 days).
- When you have finished these settings, click ok.
- Check that you have entered all the correct information, then click the button labeled 'test account settings'.
- Click the 'Finish' button to finish setting up your account.
